Kuali Financial System Training Guide. University of Hawaii Effort Reporting

Transcription

1 University of Hawaii Effort Reporting

2 Table of Contents Objectives... 3 Resources... 3 Effort Reporting Overview... 4 Purpose... 4 Guidelines and Key Dates... 4 Effort Report Certification... 5 Process... 5 Appendix A Report Samples CBMR289 Report Payroll by Individuals pg. 2 Rev. 7/9/13

3 Objectives Review Effort Reporting Schedule Review Effort Report Document / Process Review Effort ethority Reports Resources The KFS Fundamentals are covered in the online tutorials at You can also review the Process Documents for each business process to get a finer level of details related to each topic. In the event you need to contact a member of the Kuali Financial implementation team you can view their phone number, address, and their roles at You may submit a web Trouble Ticket at this link: The Kuali Financial website has pages to assist you with using KFS: Help Resources Tips of the Week Training Forms pg. 3 Rev. 7/9/13

4 Effort Reporting Overview Purpose The purpose of Effort Reporting is to ensure that personnel charges and related documentation comply with federal requirements. The University is required by the Office of Management and Budget's (OMB) Circular A-21, to have an Effort Reporting system which documents personnel costs that are chargeable to federally sponsored agreements. Effort Reports provide an afterthe-fact accounting of effort for employees who are paid in whole or part from a federally sponsored agreement. Effort Reports confirm that the distribution of an employee's salary and wages to sponsored projects and all other activities reasonably reflects the actual activity of the employee. Guidelines and Key Dates COMMUNICATION The Office of Research Services (ORS) will notify the field once the Effort Reports are available in KFS. RESPONSIBILITY Principal Investigators (PIs) are responsible for ensuring that amounts charged to their projects reasonably represent the labor efforts performed by project personnel. PIs / KFS Account Supervisors are responsible for reviewing and approving all Effort Certification edocs that are added to their action list as a result of the creation of the KFS Effort Reports. Effort reports will route to all PIs / Account Supervisors associated with the extramural accounts in which an employee receives salaries or wages. Fiscal Administrators (FAs) shall be responsible for processing all ST s required to reflect reasonable labor charges based upon information provided by the PIs on their projects prior to the creation of the Effort Reports. FAs / KFS Fiscal Officers are responsible for reviewing and approving all Effort Certification edocs that are routed for approval after the PI's / Account Supervisor's approval. SALARY EXPENSE TRANSFER IDENTIFICATION PI's and FA s shall generate ethority reports such as "CBMR289 To Assist with Effort Reporting" and "Payroll Inquiry by Employee - %age by Account" to reconcile payroll pg. 4 Rev. 7/9/13

5 transactions and identify all employees that require a Salary Transfer (ST) adjustment. Report Samples available in Appendix A. All STs must be finalized prior to creation of the annual Effort Reports. Once the Effort Report is generated, no adjustments should be made. SCHEDULE for FY2013 Aug 2013 ORS will generate KFS Effort Report for FY2013 o After the Effort Reports are generated, modifications should not be made involving the periods specified. This ensures that the Effort Reports agree with the Labor Ledger / General Ledger. Aug / Sep PIs and FAs review and approve KFS Effort Reports. Oct ORS ensures that all Effort Reports have been reviewed and submitted. o ORS will follow up on any outstanding Effort Reports and may escalate to Dean / Director or suspend account activity, if necessary. Effort Report Certification Process The KFS Effort Certification module uses a batch process to automate the creation of Effort Certification edocs (aka Effort Reports). The KFS Effort Reports are generated annually by individual. This differs from the monthly FTE Certifications, which were generated for each federal project account in FMIS. These reports are used to certify the percentage of effort an employee worked on a particular project. Each employee identified as being funded by a sponsored agreement will have an Effort Report. Each report routes for approval. After an employee s Effort Report is created, no modifications should be made involving the periods included on the report. If the distribution of an employee's salary and wages to sponsored projects and all other activities is not reasonably reflected on the Effort Report, ORS Compliance should be contacted. The percentage of effort should represent reasonable estimates of time and effort expended on specific projects. UH procedures require an adjustment if there is a 5% change over a long- pg. 5 Rev. 7/9/13

6 term period (i.e. greater than 2 months). In other words, if the percentage of effort is within 5% of the actual or for less than 2 months, then no adjustment would be required. Instructions for PIs / KFS Account Supervisors Navigation: Main Menu>action list Step # Procedure 1. Click on the action list button. pg. 6 Rev. 7/9/13

7 Step # Procedure 2. The Effort Reports will display Type as Effort Certification 3. Click on the Id link for the Effort Certification to be reviewed. Step # Procedure 4. In the Document Header - Note that the Initiator is stamped as kfs / kfssys; this value reflects the fact that Effort Certification documents are generated automatically via a batch process rather than initiated manually by a user. 5. On the Document Overview tab, the Description field will display the UH Employee ID. 6. On the Report Information tab, the Employee Name is displayed, as well as, the pg. 7 Rev. 7/9/13

8 Report Number. The Report Start Date and Report End Date represent the service period in which the salaries and wages reflected on the effort report pertain to. Step # Procedure 7. The Effort Summary tab shows the accounts to which effort is currently distributed for this employee. It is displayed for the Account Supervisor's / PI's view. Note: The ability to make changes to the Effort Report is not functional for FY2013 and this tab is in a Read Only mode. The Add, Recalculate and Revert buttons are not operational. The accounting lines are organized into two sections: Federal and Federal Pass Through Accounts and Other Sponsored & Non-Sponsored Accounts. The detailed labor ledger view can be accessed by clicking on the original salary amounts. See Balance Type Code "AC" for amounts by paid dates and "A2" for amounts related to service period. 8. Review salaries and wages charged to the project account and confirm reasonableness of amounts. The percentage of effort is a calculation based upon the salary charged to an account for services related to the applicable fiscal year as a percentage of total salary paid to the individual. It may not agree with the FTE displayed on the Personnel Notification Form (PNF) at a given point in time, since the Effort Report reflects an annualized effort percentage. The Effort Reports include the following types of wages: pg. 8 Rev. 7/9/13

9 REG EMP-PAYROLL REG EMP-OVERTIME, ORDINARY REG EMP-OVERTIME, HOLIDAY REG EMP-OVERTIME, SPLIT SHIFT REG EMP-DIFFERT'L, SPLIT SHIFT REG EMP-DIFFERT'L, NIGHT SHIFT REG EMP-PREM, TEMP ASSIGNMENT REG EMP-PAYROLL, RETROACTIVE REG EMP-DIFFERT'L, HAZ, HI ALT REG EMP-WAGES IN KIND REG EMP-DIFFERT'L, SAB LEAVE REG EMP-PAYROLL, OVERSEAS REG EMP-STIPEND REG EMP-PREM, STANDBY DUTY REG EMP-PREM, HAZARDOUS DUTY REG EMP-PREM, EMERGENCY WORK REG EMP-SICK LEAVE PAY ON W/C REG EMP-VACATION PAY ON W/C REG EMP-VACATION PAY, TERM REG EMP-VACATION PAY, ADV LECT REG-PAYROLL LECT REG-RETROACTIVE PAY 9. The distribution of an employee's salary should be reasonably reflected on the Effort Report. Click the approve button. A separate approval action is required for each Federal / Federal Pass Through account. pg. 9 Rev. 7/9/13

10 Instructions for FAs / KFS Fiscal Officers Step # Procedure 10. The Effort Detail tab is intended for use by FAs and ORS. It contains all the information found in the Effort Summary tab and includes additional fields such as: object code. The position, source chart, source account and fringe benefit fields appear but are not being updated for the Effort Report. Note: The ability to make changes to the Effort Report is not functional for FY2013 and this tab is in a Read Only mode. The Add, Recalculate and Revert buttons are not operational. 11. Refer to steps 1 to 6 above. 12. After confirming that documentation on file agrees with the Effort Report, click on the approve button. A single approval action is required for all of the FAs accounts listed. pg. 10 Rev. 7/9/13

11 Appendix A Report Samples CBMR289 - To Assist with Effort Reporting Payroll Inquiry by Employee ID - (% of total) - To Assist with Effort Reporting Note: ethority reports located in KFS Labor Ledger DataBooks folder pg. 11 Rev. 7/9/13